PandaDoc Documents

PandaDoc Document Management

Overview

Documents in PandaDoc represent proposals, quotes, contracts, statements of work (SOWs), managed service agreements (MSAs), and any other business documents that need to be created, sent, signed, and tracked. MSPs use PandaDoc documents to formalize client engagements -- from initial proposals through signed contracts. Documents are typically created from templates, populated with client-specific content, sent for e-signature, and archived after completion.

Anti-triggers

• Choosing or inspecting the blueprint before a document exists — use pandadoc-templates.
• Who signs, in what order, and whether they have signed — use pandadoc-recipients.
• The MSP sales motion layered over these same tools — proposal types, token conventions, and pipeline reporting are pandadoc-proposals.
• Building or pricing the offer — PandaDoc renders and sends an already-priced proposal; catalog and margin work happens in salesbuildr-quotes, connectwise-cpq-quotes, or kaseya-quote-manager-quotes.
• Searching PandaDoc's developer documentation — pandadoc-search-docs searches the docs site, not your account; use pandadoc-api-patterns.

MCP Tools

Available Tools

Create a Document

Call pandadoc-create-document with:

• Template: Set template_uuid to the template ID
• Name: Set name to the document title (e.g., "Acme Corp - Managed Services Agreement")
• Recipients: Provide recipients array with email, first_name, last_name, role, and optionally signing_order
• Content tokens: Set tokens array with name and value pairs to populate template variables
• Pricing tables: Set pricing_tables to populate line items with services and pricing
• Folder: Optionally set folder_uuid to organize the document

Example: Create an MSA from template:

• pandadoc-create-document with template_uuid=abc123, name="Acme Corp - MSA", recipients=[{"email":"john@acme.com","first_name":"John","last_name":"Smith","role":"Client"}], tokens=[{"name":"Client.Company","value":"Acme Corporation"}]

List Documents

Call pandadoc-list-documents with optional parameters:

• Search by name: Set q to a document name or keyword
• Filter by status: Set status to a document status value (see status reference below)
• Filter by tag: Set tag to a document tag
• Sort: Set order_by to date_created, date_modified, name, or date_status_changed
• Paginate: Set page (1-based) and count (up to 100)

Example: List all sent documents:

• pandadoc-list-documents with status=document.sent, count=100

Example: Search for a client's documents:

• pandadoc-list-documents with q=Acme Corp, count=100

Get Document Details

Call pandadoc-get-document with the id parameter to get full document details including recipients, tokens, pricing, and metadata.

Check Document Status

Call pandadoc-get-document-status with the id parameter to get the current status and recipient completion information.

Send a Document

Call pandadoc-send-document with:

• Document ID: Set id to the document ID (required)
• Message: Optionally set message for the email body
• Subject: Optionally set subject for the email subject line
• Silent: Set silent=true to create a signing link without sending an email

Example: Send with a cover message:

• pandadoc-send-document with id=msFYActMfJHqNTKH9tcPFa, message="Please review and sign the attached managed services agreement.", subject="MSA for your review - Acme Corp"

Download a Document

Call pandadoc-download-document with the id parameter to download the completed, signed document as a PDF.

Key Concepts

Document Lifecycle

Template --> Create (Draft) --> Send --> Viewed --> Completed (Signed)
                  |                        |              |
            waiting_approval         declined        download
                  |                  rejected
               approved              expired
                  |
                voided

Document Statuses

Document Types for MSPs

Content Tokens

Tokens are template variables that get replaced with client-specific values when creating a document:

Pricing Tables

Pricing tables contain line items for services and products:

{
  "pricing_tables": [
    {
      "name": "Services",
      "sections": [
        {
          "rows": [
            {
              "options": {
                "optional": false,
                "optional_selected": true
              },
              "data": {
                "name": "Managed IT Services - Per User",
                "description": "24/7 monitoring, helpdesk, patching, endpoint security",
                "price": 125.00,
                "qty": 50,
                "discount": 0
              }
            },
            {
              "data": {
                "name": "Backup & Disaster Recovery",
                "description": "Cloud backup with 1-hour RPO, 4-hour RTO",
                "price": 250.00,
                "qty": 1,
                "discount": 0
              }
            }
          ]
        }
      ]
    }
  ]
}

Field Reference

Document Fields

Recipient Fields

Common Workflows

Create and Send a Proposal

1. Find the appropriate template with pandadoc-list-templates using q to search
2. Call pandadoc-create-document with template_uuid, name, recipients, and tokens
3. Verify the document was created by calling pandadoc-get-document with the returned id
4. Call pandadoc-send-document with id and an optional cover message

Check Document Status

1. Search for the document with pandadoc-list-documents using q set to the document name
2. Call pandadoc-get-document-status with id to get current status
3. Review recipients to see who has and has not signed

Download a Signed Document

1. Verify the document status is document.completed using pandadoc-get-document-status
2. Call pandadoc-download-document with id to get the signed PDF

Track All Sent Documents

1. Call pandadoc-list-documents with status=document.sent and count=100
2. For each document, check date_created to calculate age
3. Flag documents that have been sent for more than 7 days without action

Void a Stale Proposal

1. Find the document with pandadoc-list-documents
2. Verify it is in a sent or viewed state
3. The document can be voided through the PandaDoc UI or API

Response Examples

Document:

{
  "id": "msFYActMfJHqNTKH9tcPFa",
  "name": "Acme Corp - Managed Services Agreement",
  "status": "document.sent",
  "date_created": "2026-01-15T10:30:00.000000Z",
  "date_modified": "2026-01-16T14:22:00.000000Z",
  "expiration_date": "2026-02-15T00:00:00.000000Z",
  "version": "2",
  "recipients": [
    {
      "email": "john@acme.com",
      "first_name": "John",
      "last_name": "Smith",
      "role": "Client",
      "signing_order": 1,
      "has_completed": false
    }
  ],
  "grand_total": {
    "amount": "5000.00",
    "currency": "USD"
  }
}

Document Status:

{
  "id": "msFYActMfJHqNTKH9tcPFa",
  "status": "document.viewed",
  "date_created": "2026-01-15T10:30:00.000000Z",
  "date_modified": "2026-01-17T09:15:00.000000Z"
}

Error Handling

Common Errors

Status Transition Errors

Best Practices

1. Use templates - Always create documents from templates for consistency and branding
2. Name documents clearly - Use a pattern like "Company Name - Document Type" for easy searching
3. Set expiration dates - Add expiration to proposals to create urgency and keep pipeline clean
4. Tag documents - Use tags for client name, document type, and project for easy filtering
5. Include cover messages - Personalize the email when sending for signature
6. Archive completed documents - Download and archive signed documents in your PSA or file system
7. Use signing order - For multi-party agreements, set signing order to control the flow
8. Track grand totals - Use the grand_total field to track proposal values in your pipeline

Related Skills

• PandaDoc API Patterns - MCP tools reference and connection info
• PandaDoc Templates - Template library and management
• PandaDoc Recipients - Recipient and signature management
• PandaDoc Proposals - MSP proposal workflows